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BUSINESS ENGLISH

UNIT 1

  • A. Formal and Informal Invitation

A. Formal and Informal Invitation 1

FORMAL INVITATION

PJ Party

22 Yew Street, Cambridge, Ontario

Tel: 416-223-8900

April 7th, 20--

Dear Valued Customer:

Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring Extravaganza this Saturday.

Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon.

In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more.

We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door.

Sincerely,

Linda Lane

Linda Lane

Store Manager

pjpartyinc@shoponline.com

*All sales are final. No exchanges.

Enclosure: Gift Certificate #345 (not redeemable for cash)

INFORMAL INVITATION

Dear Anshul,

I am very glad to inform you that my birthday falls on 26 December. I am planning to celebrate it with you. Our school will be closed for winter break. There is no problem in visiting our place.

We have arranged a small tea party in the evening. There will be some refreshments there.

There will be dance and music programmers. I have invited all my friends and relatives there.

  • I wish that you should come on my birthday and grace the occasion with your presence.

  • I hope you will come here to attend the party and add to my pleasure. Eagerly waiting for a confirmed reply from you.

Sincerely yours,

Nishant

Confirming Invitation (Acceptance Invitation)

Dear Mr. and Mrs. Whitehead,

Thank you for the invitation to the wedding of Janet and Roger. Mr. Wainwright and I accept the invitation, but unfortunately Kate will not be able to attend.

We are looking forward to a beautiful and joyous celebration for the happy couple.

Please advise if there is a wedding gift registry.

Yours Sincerely,

Formal and Informal Letter Language

FORMAL AND INFORMAL LETTERS

 
     
 

FORMAL

INFORMAL

     
 

Name

Dear Mr/Mrs/Ms Dupuis

Hi/Hello Mary

 

Dear Mary

Mary,

(or

no name at all)

     

Previous

Thank you for your e-mail of ... Further to your last e-mail, ...

Thanks for your e-mail. Re your e-mail, ...

contact

  • I apologise for not getting in

Sorry, I haven't written for

contact with you before now.

ages,but I've been really busy.

   

Reason for

  • I am writing in connection with ...

Just a short note about ...

writing

  • I am writing with regard to ...

I'm writing about ...

 

In reply to your e-mail, here are ...

Here's the

you

wanted.

 

Your name was given to me by ... We would like to point out that ...

I got your name from ... Please note that ...

   

Giving

I'm writing to let you know that ... We are able to confirm that ...

Just a note to say ... We can confirm that ...

information

  • I am delighted to tell you that ...

Good news!

We regret to inform you that ...

Unfortunately, ...

   
 

Please find attached my report.

I've attached ...

you

wanted.

Attachments

I'm sending you

as a pdf file.

Here is the

   
 

Could you give me some information about ...

 

Can you tell me a little more about ...

Asking for

information

  • I would like to know ... I'm interested in receiving/finding out ...

I'd like to know ... Please send me ...

   
 

I'd be greatful if you could ...

 

Please could you ...

  • I wonder if you could ...

 

Could you

...

?

...

?

Requests

Do you think I could have

...

?

Can I have

Thank you in advance for your

I'd appreciate your help on this.

help in this matter.

   

Promising

action

  • I will ...

I'll investigate the matter.

 

I'll ... I'll look into it.

  • I will contact you again shortly.

I'll get back to you soon.

   
 

Would you like me to

...

?

Do you want me to

...

?

If you wish, I would be happy

Shall I

...

?

Offering help

to ... Let me know whether you would like me to ...

Let me know if you'd like me to ...

   

Final

Thank you for your help.

Thanks again for ...

Just give me a call if you have

comments

Do not hesitate to contact us

Let me know if you need anything

again if you require any further information. Please feel free to contact me if you have any questions. My

else.

any questions. My number is ...

 

direct line is ...

   
   
 

I am looking forward to

(+

-ing)

Looking forward to

(+

-ing)

Close

Give me regards to ... Best wishes Regards

Best wishes to ... Speak to/See you soon. Bye (for now) / All the best

  • B. Opening and closing phrases for different kinds of letters

The opening and closing phrases are important as they establish the tone of your

letter. The following examples would appear in a formal, impersonal letter.

Dear Madam,

Note that the writer does not know the addressee’s name nor has he taken the trouble to find it.

Unless we hear from …

..

‘Unless’ is sometimes followed by a threat.

Yours faithfully,

‘Yours faithfully’ is only written when the salutation is ‘Dear Sir’ or ‘Dear Madam’. It is formal and distant.

B.1 Establishing the tone of a letter

Look at the beginnings and endings of the following four letters and fill in the answer below. When you have decided the main purpose of the letter place a tick (,)

 

to

1

2

3

4

Purpose of the letter:

inform

apologize

threaten

sympathize

  • 1. Dear Mr. Craig, I am writing to advise you that your account is now ………. so that the situation can be rectified Yours sincerely,

Note the formal language which creates distance even though the recipient’s name is used.

  • 2. Dear Mrs. Ghosh,

We were very sorry to receive your letter about ………… in the meantime, please accept our sincere apologies for the inconvenience we may have caused.

Yours sincerely. Note how this letter is formal but an effort has been made to sound friendly. (very sorry – please accept – we may have caused)

  • 3. Dear Mr. Alexis, Are you aware that your car has been parked in front of ………

..

I shall have

to take the matter further Yours truly, Starting with a question makes this very blunt. The writer ends with a threat. By signing ‘Yours truly’, even though he knows Mr. Alexis, makes the letter very cold and formal.

  • 4. Dear Mrs. Klein,

I’ve only just heard the sad news ………. Please let me know if there is anything I can do to help. I’ll phone you next week. With our best wishes, By the use of contraction (I’ve – I’ll) and the ending, the letter is informal and friendly. B2. Example of Letter Format

(date line)
(date line)

LETTER OF CREDIT (GENERAL)

(name of bank) (address) (city, state, zip) (country) Sir: We hereby agree to accept and pay
(name of bank)
(address)
(city, state, zip)
(country)
Sir:
We hereby agree to accept and pay at maturity any
draft or drafts on us, at day's sight, issued by
(name of individual) of your city, to the extent of
(amount of limit) ($ ) Dollars, and negotiated
through your bank.

Most respectfully yours,

_____________________

(Signature)

 

DATED: _____________________

____________________

(ADDRESS)

I hereby guarantee the due acceptance of payment of

any draft issued in pursuance of the above credit.

 
 

________________________

 

(SIGNATURE OF GUARANTOR)

 

C. Memo

Memorandum (also more commonly memo) is a brief written record of communication, used in office, whether business, government, education institution or legal office. Memorandum or inter-office memos differ from ordinary letters. They are written to people within one company. They follow the basic principles of letter-writing. They usually more direct, consise and less formal than letters. The opening and closing phrases are omitted.

☻ The usual structure for a memo includes some or all of the following :

MEMORANDUM

TO : the person or group receiving the memo (recipient).

FROM : the person writing the memo (sender).

C.C (Carbon Copy) : The person or group who should be informed about the memo.

DATE : Usually a formal manner of writing the date (month/day/year).

SUBJECT : a short specific topic discussed in the memo. This should be in bold.

Introduction : Explains why the memo has been written and what topic will discuss. You can start your idea of this introduction by responding this sentence, “ I’m writing

because .......

”.

When the memo

is

long, the

introduction is in

a single paragraph as an

executive summary of the memo itself.

 

Body

: Discusses the topic in detail. It explains a thing exactly and list items when

possible. In a long memo, the body contains discussion of background information. You can

use this phrase “the facts are

.....

to develop the body part a memo.

Conclusion

: Explains what will or should happen next, when the follow up will occur and

why date is important. In most memos, the conclusion is in form of actions. The main idea of

this part is that “ I will” or “I propose that you

...

☻ Points to remembering writing memos :

In short, begin your memo by stating the purpose and end it by letting the recipient know the action.

Memos are concise and focus on a single purpose. It’s usually not more than one

page. If you have an attachment, put it separate sheet of paper. Use bullets in listing to highlight the items.

Use 1 inch margins all around.

Use block style paragraphs (left justified).

Single space your memo, useless the memo is very short.

Don’t use complementary close (e.g. sincerely) and don’t sign a memo at the bottom.

The example of memo

 

MEMO

 

TO

: Sales Staffs

   

FROM

: Mr. Charles Chavez

DATE

: December 1, 2008

SUBJECT

: Annual Meeting

I’m writing to remind you that our annual meeting will be

F id

b

5

 

on Tuesday, December 1. I want everyone to be ready with ideas, strategies, and sales forecast for next year. I will be out of town attending a conference on the new product of LCD projectors in Osaka, on Wednesday and Thursday of this week. Remember that next Monday is a holiday.

 
on Tuesday, December 1. I want everyone to be ready with ideas, strategies, and sales forecast

Therefore, if you have something urgent to discuss, please D

   
  • Introduction

Body

  • Conclusion

D. Telex

Telex is one of the most efficent forms of business communication. It provides a written record, it is immediate, economical and can be sent even when the receiving office is shut. Rates are calculated according to the time taken to transimit the message.

*HINTS*

1. When you wish to write a telex, make a draft of what you wish to say and underline the important words which carry the main points.

2.

Group questions together.

  • 3. Start a new line or a new paragraph when you change the subject.

  • 4. Do not abbreviate if you doubt the recipients’ knowledge of English.

ATTN C IOANNOU

THIS IS TO CFM DET IN YR LTR 18TH AUG. TKS FOR YR OFFER OF HOSPITALITY. WE ACCEPT WITH

2. Group questions together. 3. Start a new line or a new paragraph when you change

References

Beresford, Cynthia. 1984. Business Communication Practical Written English For The Modern Business World. London : BBC English.

Eri, Kurniwan & Arief Kurniawan, 2008, Communication Builder English for Vocational School;For Intermediate Level (grade XII) . Jakarta : Pusat Perbukuan Departemen Pendidikan Nasional

Suhermawan,dkk. 2008. English For SMK 1. Jakarta : Pusat Perbukuan Departemen Pendidikan Nasional.